Connecticut Rivers
Council
2013 Join Scouting Night Training
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Join Scouting Night 9-12-13:
The Purpose
• The Join Scouting Night is our opportunity to show
people what Scouting is all about, and to highlight the
benefits our program has for boys and their families.
• The Cub Scout “Join Scouting Night” (JSN) is the
single largest youth recruiting drive done during the
year in the Connecticut Rivers Council.
• The focus of this recruiting effort is to enroll firstthrough fifth-grade boys into Cub Scouting and also
to recruit new adult Leaders for the Pack.
• Nearly all Boy Scouts (over 95%) come from Cub
Scouts.
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Join Scouting Night 9-12-13:
The Plan
• Designate a “Joining Night” for each elementary
school in the Connecticut Rivers Council on 9-12-13.
• Invite prospective youth and their parents to attend.
• Utilize multiple recruitment methods and marketing
to generate interest in joining.
• Designate a Pack Join Scouting Night Chairperson.
• Utilize “Best Practices” at your unit’s Join Scouting
Night.
• PLAN TO BE SUCCESSFUL!
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Join Scouting Night 9-12-13:
Keys to Success
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Have a dedicated JSN event on 9-12-13.
Top Pack leadership should be present.
Secure support of school leadership.
Use a proven plan tailored for YOUR Pack.
Create excellent publicity.
The event should be exciting and upbeat.
Establish and then meet all deadlines.
Recognize volunteer efforts.
Follow-up with all who attended the event.
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Join Scouting Night 9-12-13:
Measures of Success
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Units attend JSN training.
Units identify and fill key leadership positions.
Each unit in the District has a successful JSN.
All registrations and fees turned in on-time.
Membership growth experienced by each unit.
New adult Leaders recruited in each unit and trained
before December.
• At least one new Tiger Den for each unit.
• New families joint the Scouting family
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Recruiting:
Who Does What?
• Each Pack is responsible for and runs its own JSN.
• The Council provides printing flyers (for free), lawn
signs, recruiting materials, stickers and handouts.
• Each Pack is responsible for collecting registrations
and fees and reporting results on 9-12-13 to their
District Executive.
• Each Pack is responsible for forwarding the
applications and fees to the Council in a timely
manner.
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Roles & Responsibilities:
Unit JSN Chairperson
• Helps unit with:
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Securing JSN location for 9-12-13.
Publicity, including flyers, yard signs, posters.
Conducting “Boy Talks” or other in-school appearances.
Sharing JSN information with DE and District JSN Chairperson.
Collecting registrations and fees and forwarding them to the DE.
Setup and logistics for a successful JSN, which frees the Cubmaster to
“work the room”.
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First Things First:
Over The Summer
• Units should do the following during the summer to
maximize the success of their fall recruiting efforts:
– Get to know their school superintendent, principal, support staff and key
PTA members at their local schools.
– Have the 9-12-13 JSN date secured and details communicated to DE or
District JSN Chair by August 31st. Securing the date earlier is always
recommended.
– Complete school facility use forms and obtain all necessary approvals.
– Get approval for flyers, posters and other methods of communicating
the 9-12-13 JSN date within the schools.
– Schedule “Boy Talks” or assemblies in the school for the week before or
the week of the 9-12-13 JSN date.
Join Scouting Night Promotion:
Setting the Stage
• The marketing “Rule of 7” says that an individual must be exposed
to an advertisement 7-times before they decide to act on it.
• Packs should use a multi-tiered approach to reach prospective
Scouts and their families.
• Traditional media
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The Council is working on a State-wide media plan with CT Yankee.
Units should focus on local papers and outlets like Patch.com
Press release in newspapers, other community publications.
TV/radio coverage of Pack event.
• Electronic media
– Unit Facebook page and other social media. Easy to forward and network.
– Unit website. A good repository of information, forms and Pack calendar.
– Update unit’s BeAScout.org pin and contact information on CRC site.
What other methods does your unit use to promote your JSN?
Join Scouting Night Promotion:
Tools In JSN Planning Guide
• In your JSN Planning Guide (available online or via
email) you have the following tools:
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Sample Press Release.
Sample Radio/PSA Spots.
Blank Den Rosters.
Floor Plans.
Many more tools available on line at www.ctrivers.org/morecubs.
Sample Facebook post.
And everything you learn from this presentation.
Join Scouting Night Promotion:
Flyers
• Flyers are the primary way to communicate through
schools. Remember the following:
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Flyers are available FOR FREE from the Council!
Fliers must be ordered by 8/15/13.
You can pick them up or your DE can deliver them.
Bundle flyers for each class. Include a cover sheet with distribution
instructions and brief information about your Pack.
– Must be in the school for distribution 1-week in advance of JSN.
– Many schools have a “Weekly Folder”.
– Thank you note/gift for school secretarial staff.
• Remember…once they go out the event MUST happen!
Join Scouting Night Promotion:
Peer-to-Peer Recruiting
• Your most powerful recruiting resource is your Pack.
• Peer-to-peer recruiting can be very successful.
• Tools to support peer-to-peer recruiting:
– Print business cards for your current Scouts to use to invite their
friends to your Joining Night.
– Business cards should have basic information and a place for the
Scout to write his name. A template is available on-line.
– Boys who are successful in recruiting a friend to join receive the
“Recruiter” patch and recognition at the next Pack meeting.
– Have Scouts wear their Class-B shirts to school the day of the Join
Scouting Night.
Join Scouting Night Promotion:
What’s a “Boy Talk?”
• A “Boy Talk” is BSA’s term for an in-school
presentation to youth about Scouting.
• Done during the school day, the same week as the JSN.
• Many schools permit an adult visit the school & explain
what Scouting is and distribute information.
• It is highly recommended that your unit do a boy talk.
Experience tells us that it can triple your recruitment.
• Types of “Boy Talks”: Class to class, assembly, lunch.
• A good example can be found at:
http://www.youtube.com/watch?v=GueUhW_FXaU&feat
ure=youtu.be
Join Scouting Night Promotion:
Preparation for the “Boy Talk”
• Clear all handouts or flyers ahead of time with the
Principal and school Superintendant (if necessary).
• Wear your full Class-A Scout uniform.
• Be sure to have all needed supplies: permanent
marker, tape, posters, yard signs, flyers, stickers.
• Call the morning of the talk and remind the Principal
that you’re visiting.
• All schools require check in at the Main Office.
Join Scouting Night 9-12-13
Preparation
• Bring the following to support the event:
– Cost summary sheet with all prices determined, including youth & adult
registration fees, Boys’ Life fees and unit dues.
– Sign-in sheet (include name, address, phone, email, age, school).
– Applications (Youth and Leader) and Den Roster Forms.
– Books: Tiger, Wolf, Bear, Webelos, Boy Scout Handbook.
– Receipt book & calculator.
– Pens, paper clips, rubber bands, tape, stapler & magic markers.
– Mini Boys Life magazines, Popcorn flyers and other handouts.
– Display items, including photos, Pinewood Derby cars, slide show, etc.
– Name tags for Pack leaders with name & position.
– Table signs, posters, lawn signs, direction signs.
Join Scouting Night
Preparation
• Bring the following for new families:
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Welcome to Scouting folders. Use it to hold everything.
Summary sheet of what they need to purchase. (Example available on-line)
Pack calendar and Leader contact information.
Pack parent guide. (Examples available on-line)
Parent Talent Surveys, Participation Forms (100-points), etc.
• Bring the following for new Leaders:
– Suggested Den meeting plans and orientation materials.
www.scouting.org/scoutsource/CubScouts/Leaders/DenLeaderResources.aspx
– Sheet with links to additional Leader resources.
www.scouting.org/scoutsource/CubScouts/Leaders.aspx
– Calendar showing District and Council events and training opportunities.
– Leader committee meeting schedule.
Join Scouting Night
Set-up
• Outside
– Place lawn signs and directional signs.
– Directional signs should clear and bring people right to the entrance.
– Consider placing a tent with camping items outside, staffed by a Boy Scout.
• Inside
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Welcome table with sign-in sheet and general materials (no applications)
Set up tables by rank, with more for Tigers. Mark with tent signs, Den flags.
Set up display tables with interesting materials that tell your Pack’s story.
Consider having a continuous slide show of the past year’s highlights.
Lot’s of “hands-on” displays, like Pinewood Derby cars, regatta boats, etc.
American and Pack flags prominently (and correctly) displayed.
The room should be exciting and make boys and their families want to join!
Join Scouting Night
Set-up
• Activities
– Simple activities/crafts for boys (and siblings) to do.
– Activities will help control the event, keep the boys busy and minimize
opportunities for horseplay.
– Activities also give you time to talk to parents without interruption.
– A simple “take-away” craft will remind them of the event.
– Set up another room or go outside to keep noise at a minimum.
– Consider using Boy Scouts (Den Chiefs) to run activities.
– Also have a supervising adult Leader.
– Remember 2-deep leadership!
Join Scouting Night
Working the Room
• Someone at the door greets each family and makes
sure that they sign in.
• Hand out general materials at front table, but not
applications. (People will take them and leave)
• Direct families to appropriate table by grade/rank.
• Encourage families to see all of the displays.
• Everyone meets the Cubmaster!
• Provide a more private area for financial discussions.
• Consider having your companion Troop’s Scoutmaster
attend.
Join Scouting Night
Registration Process
• Review all applications for completeness before
parents leave the table.
• Leader applications need Committee Chair and
Charter Organization Rep. signatures.
• Make sure new Leaders sign disclosure authorization
and complete reference and background portion.
• Keep copies of all applications for the Pack.
• Give Council-designated copies of applications and a
Pack check to the District rep. at the end of the event.
• Make sure that there is someone at the event that can
issue a Pack check.
Join Scouting Night
Registration Process
• Some helpful hints and “what ifs”:
– Write the check number or “cash” on the Pack copy of the application.
– If you run out of applications, record information on summary sheet,
collect fees and follow-up at Den meetings with applications. You can
also print them from the BSA website and make copies.
– If parents forget to bring money, complete the application and collect
money at a later time.
– For parents with different addresses, the parent with whom the boy lives
completes one “official” application (which is submitted to the Council).
The second parent completes the parent portion of another application,
which is stapled to the Pack copy of the “official” application for Pack
records.
Join Scouting Night
Registration Fees
Current
Registration
Month
Fee
September
$5.00
Boy’s
Life
$4.00
Insurance
$1.00
Total
$10.00
Total
including
Recharter
$49.00
• Best Practice is for new families to pay once for the
entire amount to register their Scout until the
following year. ($10 for 3-months PLUS $39 for the
following year ($40 total). This includes membership
fee of $24.
• The Pack check issued to the Council at the end of
the JSN is ONLY for the 3-month prorated fees ($10)
for each new Scout.
Join Scouting Night
Recruiting Adult Leaders
• Recruiting, training and maintaining Pack leadership is
just as important as recruiting new Cub Scouts.
• Who to look for:
– Parents who were former Scouts.
– Parents who seem to lead the group and take a much greater interest in
the program.
– Parents with a child already in the Pack that have a younger child joining.
– Seasoned parents or Leaders that would be willing to take on a new
opportunity.
• Who to avoid:
– Anyone you feel will not pass a background examination.
– Having a couple as Den Leaders. If the family moves or has a crisis the
entire Den can suffer. Spread the leadership among two families.
Join Scouting Night
Recruiting Adult Leaders
• Use job descriptions, not job titles.
– People may be put off by the term “Den Leader”, but might respond better
to the request, “We need a parent to work with the boys for about 2 hours
every other week”.
• Strong emphasis should be placed on the following:
– Training and support are available from multiple sources and on-line.
– Scouting is unique in that Leaders and parents get to participate with their
children, rather than just cheering from the sidelines.
– Cub Scouting is family-oriented. Families are welcome at all events.
– They will get to know their son’s friends and their families.
– As a Leader they will have a say in what the Pack does and be able to
bring their own talents to Cub Scouting.
– The core values of Scouting, which they will help to deliver.
Join Scouting Night
Recruiting Adult Leaders
• Point out what new Leaders receive in return:
– The distinct privilege of helping to enrich and strengthen boys and their
families and watch them grow into responsible young men.
– A sense of pride as you watch the Cub Scouts in your Den receive
recognition for their accomplishments.
– The good fortune to view the world through the eyes of boys, and to
occasionally be a “big kid” yourself.
– An opportunity to meet and share your ideas and experiences with other
adults who share common interests and goals for their sons.
– The satisfaction of being a member of a worldwide movement, and pride
in being publicly identified as a part of this organization.
Join Scouting Night
Recruiting Adult Leaders
• How to counter the main excuse: “I don’t have time”.
– For a Den Leader the time commitment is just an hour or two a week on
average. Be honest!
– Other Den families should also help. You don’t have to do everything.
– This is the time of when your son really needs and wants you to be
involved in his life.
– The rewards of being a Den Leader far outweigh the time commitment.
– “A hundred years from now it will not matter what my bank account was,
the sort of house I lived in, or the kind of clothes I wore. But the world
may be much different because I was important in the life of a child.”
• The most successful Packs identify leadership for
new Dens prior to the Joining night. (This is one
reason to do Spring recruiting of Tigers!)
Join Scouting Night
Clean Up & Follow Up
• Scouts always practice “Leave No Trace”, and
leave the JSN site better than they found it.
• Within 48-hours of your JSN:
– Review your sign-in sheet. Cubmaster or JSN Chair should call
anyone who signed in but did not fill out an application.
– Cubmaster or JSN Chair should email all Den Leaders with a
summary of all new Cub Scouts who have joined the Pack.
– Den Leaders should contact each of their new families to welcome
them to the Den and outline events for the next month.
– Cubmaster should email or contact new families and welcome them
on behalf of the Pack. Special welcome to any new Leaders.
– Cubmaster should send a thank-you note to the facility where the JSN
was held.
Timeline:
July and August
 Pack Committee holds planning meeting for the 2013 year and submits calendar by
August 31st. Be sure to schedule a Spring Recruitment event, a “Bring-a-Buddy”
event and a high-visibility community event to occur over the summer.
 Attend Joining Scouting Night Training during the summer.
 Identify Tiger Den Coach and Cub Camping Chair to the Council by August 31st.
Also, recruit and train any Tiger Den Leaders from spring recruiting.
 Update your Pack’s BeAscout.org pin by August 15th.
 Secure location for Joining night on 9-12-13, provide your district with your
September, October and November Pack meeting dates and location.
 Order Flyers for FREE from the Council.
 Contact school to get permission to do a “Boy Talk”.
Timeline:
September
 Distribute Flyers at least one week before 9/12/13 Joining Scouting Night
 Hold “Boy Talk” a few days before Joining Scouting Night.
 Hold Joining Scouting Night on September 12th.
 Report to your District Membership Team the number of new youth recruited at
Joining Scouting Night on 9/12/13.
 Submit all new youth applications with correct fees as soon as possible, and no
later than Friday, 10/4/2013.
 Submit Very Important Tiger Passports to the Council office for all new Tigers
recruited during the Spring. VIT patches should be awarded at the first Pack
meeting of the year.
District JSN Training
Thank-you for attending
• Make sure you sign the attendance sheet.
• Pick up our unit’s publicity materials and parent
envelopes.
• Detailed instructions for updating the BeAScout.org
pin follow. You can review it when you receive the
presentation.
• GOOD LUCK WITH YOUR 9/12/13 JOIN SCOUTING
NIGHT!
Appendix:
Updating Your BeAScout.org pin
Unit logo
• .jpg format
• 2 mb max file size